Human Resources
Human Resources
Whether you are a faculty candidate for tenure and promotion or involved in the review process as a dean or committee member, you should familiarize yourself with the timelines and milestones involved in the process.
The timeline on this page outlines a typical cycle for tenure-track faculty hired in August. Some candidates may need to adjust dates to reflect a January start date or another date based on individual circumstances. If unsure, please consult with your Dean.
Individual Probationary Evaluation Committee meets with candidate to review procedures.
September (Week 1)
Dean, in consultation with faculty and department, puts the Individual Probationary Evaluation Committee (IPEC) in place
September (Week 2)
IPEC committee meets to review procedures; Dean meets with IPEC Chair.
September (Week 2-3)
IPEC meets with probationary faculty and explains the process in the UFV Individual Faculty Evaluation Procedures document. Individual Probationary Evaluation File (IPEF) is created and housed in Dean’s office.
Candidate collects material for Individual Probationary Evaluation File (IPEF). Candidate and IPEC ensures all evaluations and observations are completed per teaching schedule.
October
Probationary faculty provides IPEC with copies all quizzes, exams, assignments, and course outlines from the first semester of the first term. This material is added to the IPEF housed in the Dean’s office for review by IPEC.
October–March
Classroom observation for at least one class per semester (2 in total) by IPEC member, who completes the observation sheet, confirms assessment with faculty member, and files with Dean's office.
Student evaluations on each course/section taught during semester (summarized numerical data only). Dean’s office initiates process and produces numerical summaries at the end of each semester.
November-March
IPEC will ensure that all data is collected and reports are filed with Dean’s office.
Colleague evaluation reports are completed. IPEC reviews data in the IPEF and submits report to Dean, who makes decision on continuance.
March-April
Departmental (or equivalent) colleague evaluation reports are completed. Review of the data in the IPEF before filling report with Dean’s office.
April
Probationary faculty submits up-to-date curriculum vitae and is encouraged to submit a self-evaluation, including an outline of scholarly activity.
Department Head (or equivalent ) submits report on departmental service and program development.
April 15
IPEC meets to discuss file, prepares a summary report based on data in IPEF and submits report to Dean for review.
April 30
At least 90 days prior to completion of Year 1, the Dean makes decision on continuance and informs the IPEC. The decision will be to either:
Candidate collects material for Individual Probationary Evaluation File (IPEF). Candidate and IPEC ensures all evaluations and observations completed per teaching schedule.
September – October
Probationary faculty provides IPEC with copies all quizzes, exams, assignments, and course outlines from the first semester of the first term. This material is added to the IPEF housed in the Dean’s office for review by IPEC.
Classroom observation at least one class by IPEC member. Complete observation sheet, confirm assessment with faculty member, and file with Dean's office.
October-March
Classroom observation for at least one class per semester (2 in total) by IPEC member, who completes the observation sheet, confirms assessment with faculty member, and files with Dean's office.
October-March
Student evaluations on each course/section taught during semester (summarized numerical data only). Dean’s office initiates process and produces numerical summaries at the end of each semester.
November-March
IPEC will ensure that all data is collected and reports are filed with Dean’s office.
Colleague evaluation reports are completed. IPEC reviews data in the IPEF and submits report to Dean, who makes decision on continuance.
March - April
Departmental (or equivalent) colleague evaluation reports are completed. Review of the data in the IPEF before filling report with Dean’s office.
April
Probationary faculty submits up-to-date curriculum vitae and is encouraged to submit a self-evaluation, including an outline of scholarly activity.
Department Head (or equivalent ) submits report on departmental service and program development, including potential for contribution to university and community.
April 15
IPEC meets to discuss file and submit its report and recommendation to the Dean.
April 30
At least 90 days prior to completion of the entire probationary period, the Dean makes decision on continuance on tenure-track appointment or termination and advises IPEC members of decision.
Candidate collects material for Tenure and Promotion File (TPF) and ensures all student and peer evaluations are completed per teaching schedule.
Dean provides candidate with written formative assessment of performance since completion of initial probationary period.
Candidate collects material for Tenure and Promotion File (TPF) and ensures all student and peer evaluations are completed per teaching schedule.
Candidates respond to Dean’s written notification and confirm their intent to apply for tenure and promotion.
February 1 – 28
Deans send written notification to faculty who are in the second-last year of their tenure-track appointment that they are expected to confirm intent to apply by March 31 for review for tenure and promotion in the following academic year.
March 1 - 31
Tenure-track faculty - including those wishing to apply for early tenure and promotion - notify Deans of their intent.
Deans confirm DRC memberships to candidates, who must declare a conflict of interest with members no later than five days after receiving confirmation of membership.
March 31
Last day for eligible faculty to confirm their intent to apply for tenure and promotion to their Dean or apply to the Dean for an extension of the tenure-track appointment.
Candidates attend Information Sessions, send a formal letter of application to their DRC Chair, and upload their Dossier to secure folder.
April – May
Members who are planning to apply for tenure and/or promotion attend and information session on Process and Rights, and Workshop on compiling the Dossier.
June 10
Last day for candidates applying for tenure and/or promotion (including those applying for early tenure) to withdraw their applications.
Last day for candidates applying for tenure and/or promotion to send formal letter of application to their DRC Chair and upload their Dossier to secure folder on MS Teams.
Last day for candidates applying for promotion to Professor to submit the names of two (2) external reviewers to their Deans.
Candidates complete requirements for TPF and their application is opened for review by Division Review Committee (DRC).
August 16 - September 15
Deans send written assessments of progress since the end of the initial probationary period to Chairs of DRCs, copies to candidates.
September 30
Last day for candidates to respond to Dean’s written assessment of progress since the end of the initial probationary period.
Last day for candidates to indicate conflicts of interest with members of URC.
DRC reviews Candidates’ applications for tenure and promotion. DRC Chair completes a recommendation and report, and forwards to University Review Committee (URC) Chair. If denied tenure, candidate is given the opportunity to respond.
October 1 - November 15
DRC reviews application and the Chair forwards the candidate’s TPF and the Recommendation and Report to the Dean and the Chair of the URC, with a copy to the candidate.
November 30
Last day for a candidate denied tenure and/or promotion by a DRC to include a written response to the recommendation and report in their TPF to the URC.
URC reviews Candidates’ applications for tenure and promotion. URC Chair completes a recommendation and report, and forwards to the President. If the recommendation is negative, the candidate is given the opportunity to appeal.
December 1 to February 15
URC reviews TPF and Recommendation and Report received from the Chair of the DRC, and Chair of URC forwards same, along with the URC’s Recommendation and Report to the Dean of the division and the President, with a copy of the Recommendation and Report to the candidate.
December 1 to March 1
Candidates in receipt of a negative recommendation from the URC have the right to file an appeal on substantive grounds to the URAC within ten (10) business days of notification.
On, or as may be possible before, this date President informs candidates, Deans, and Provost of their decision.